Valentina Akpan: Founder of Rellatech, providing administrative and operations support to executives, founders, business owners and teams. Her background combines technical support, customer success, administration and operations.
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When Selling Circus contacted me, their student onboarding was a mix of manual steps, repeated tasks and information spread across different tools. Each new student needed time, attention and a long list of steps completed in the right order.
They wanted fewer repeated steps for the team and a consistent welcome for each student.
The work was to connect the tools they already used so the steps happened in order without someone re-entering the same details.
1. The Workflow Starts When a Student Signs Their Contract
Onboarding begins when a student signs their contract through DocuSign. Instead of the team checking for new signings or updating records by hand, I connected DocuSign to Zapier so the workflow starts automatically as soon as a signature is received.
This removes the step where someone checks DocuSign for new signings.
2. Creating the Student Profile in Thinkific
Once DocuSign completes the contract, Zapier takes the next step: it creates a new student profile in Thinkific.
The team no longer types the record in by hand. Each completed contract creates a student record with the details from the signing, ready for the rest of the system.
3. Triggering the Automation in ActiveCampaign
After the Thinkific profile is created, Zapier tells ActiveCampaign to add the student to an automation designed for new members of Selling Circus. This automation handles most of the onboarding communication, so:
- ●Every student receives consistent information
- ●The steps run in the same order each time
- ●The brand voice stays warm and encouraging
- ●The onboarding follows a clear plan
Tasks that the team used to remember and complete by hand now run automatically.
4. Sending the Welcome Email on Time
The welcome email is part of the student's first impression of the program. It goes out when the student enters the automation, so the timing does not depend on someone remembering to send it. The tone stays aligned with Selling Circus.
5. Updating the Master Sheet for Full Visibility
The automation finishes by updating a master Google Sheet, logging the student's name, signing dates, Typeform completion, and internal notes. The team has one place to check instead of searching through emails or several platforms.
6. Why This Matters for a Growing Company
- ●Less manual admin
- ●Fewer mistakes
- ●More time for teaching, coaching, and connection
- ●Consistent student experience
- ●A process that does not depend on one person's memory
The steps that used to be done by hand now run from the contract signature.
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Tell me which responsibilities or processes need attention, who is involved and any upcoming deadlines. I provide administrative and operations support, including the connected technical work within our agreed scope.
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